Professional Documents
Culture Documents
The OL role is to be a resource and guide for incoming students, parents, and guests. They must
also assist faculty and staff while also communicating with their team on various task that need
to be completed for the sessions to be executed accordingly. With all this multitasking it is
essential that students are properly trained to navigate conversations with the appropriate
constituents.
Below is an outline of a day long training that was created to assist supervisors in training their
student employees on communication. This presentation was created as a foundational training
which can be tailored to fit the needs of the students at your institution.
Slide 7 8:45 Welcome! If this is the first time you are presenting, introduce
yourself to the audience.
Slides 8 - 9 These slides are an outline of the morning and afternoon agenda.
Throughout the day students will be trained on how to properly
navigate conversations with campus community members. While
also reflecting on their personal communication style.
Make sure to go over the timeline of the day's activities. This will
allow students to understand the expectations of the day.
Slide 10 9:00 - Give students time to eat breakfast before starting the day. If your
9:30 budget allots, provide students with healthy options such as fruits,
yogurt, granola bars, or oatmeal can help stimulate students and get
them energized for the day to come.
Slide 11 9:30 - Ice Breaker! - Doing a small icebreaker before the beginning of the
9:45 training has several benefits.
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- Allows students to talk with one another; which if you have a
new group of students can help build relationships
- A fun activity gets students stimulated and awake
- A relatable icebreaker introduces students to the overall topic
of the day.
Note: if you have students with hearing impairments, the game can
be tailored to action moves. In which the rule still follow expect
students close their eye, the volunteer creates an action move, taps
the person next to them in which they open their eyes watch the
move and pass it to the next person. Once the student has been
tapped they do not need to close their eyes and can watch the action
move make its way around the circle.
You can tailor your icebreaker to fit the demands of your student
population!
The self assessments allows students the opportunity to see what
strengths and weaknesses they have when looking at their
communication style.
This inventory is helpful to create the foundation of today’s topic on
communication with various constituents in their student roles.
Slide 13 10:30 - First slide to the team and supervision communication session.
11:15
Start out with a quote and allow the students to reflect upon what that
quote means to them. This can be done out loud as a group, writing it
on a piece of paper, or with a partner next to them. After allowing
the students some time to reflect it is important to go over what the
specific quote means to you, as a supervisor, and what you hope it
means as a group.
“Communication is what makes a team strong” - Brian McClennan
- To be an effective, collaborative, and informative team of
OL’s this summer we need to have a strong foundation of
communication with one another and with the us
(supervisors). Building on these skills today and within this
session specifically we are going to set community norms and
practice how we communicate with one another to ensure that
we have a successful and strong team moving forward this
summer.
Slide 14 15 min Why is effective communication important for a team of OL’s?
convo Before disclosing the set of bullets on the slide, pose the question to
the students. Affirm their reasoning and then relay your reasonings.
You can tailor the bullet points to fit what your team needs.
communicate with for specific tasks. This also avoids inter staff
conflict/or power dynamics to form by specifically outlining their
duties
Professional Development - Being an OL is a job which will allow
students to gain applicable skills that can be transferable to their
professional endeavours. Communication being one of the focal
points that students will be able to practice, adapt, and develop
throughout their summer.
Advocating- The students have experienced what it was like to be an
incoming student and now are seeing another side of orientation.
Encourage students to bring new ideas and feedback to you to
strengthen the program and affirming their ideas are valued.
Note: Make sure to ask students if they have any questions
throughout your presentation!
Slide 15 20 min How do you want to communicate with one another?
convo
This activity and discussion provides the group of orientation leaders
an opportunity to set group norms. This can be done with online
technology such as “poll everywhere” or editing the powerpoint with
their norms. This can also be done on large physical pieces of paper
or on the board.
Posing questions such as “What do we want to keep in mind?” or
“What do we want to avoid” allows for dialogue to flow. The
purpose is to ensure that the group is aware of how they should be
communicating with one another. themes such as do not interrupt
when someone is talking, listen, speak to people not about people,
and call in not call out. Formulate your own norms as a supervisor
that you wish the group has, and bring them up if the group does not
address them.
Make sure that students agree with the group norms. To make it fun
you can have each person in your group sign off on the norms!
like the team to communicate with you, similar to the previous
section about community norms.
Slide 17 - 20 min Origami Box Game - Material needed (Please see pages 18 - 19)
18 activity You will also need an 8.5 X 11 blank pieces of paper for as many
“listeners” you group will have. For example, if you have a group of
four you will need two pieces.
The purpose of this activity is to get students to begin effectively
communicating with one another, after setting group norms and
understanding how they communicate. Have the group break up into
groups of two, make sure the students match up with another team
member they have not worked with thus far. Have the students sit on
the floor (if location does not permit they can stand). Allow the two
students to discuss their communication style, their strengths and
weaknesses according to the inventory. After two minutes is up, call
the attention of the group, and announced to the class that they have
20 seconds to decide who will be the communicator and who will be
the listener. After the 20 seconds have them sit back to back. From
this point on students may not turn around at any point. Proceed to
ask the listeners to raise their hand, provide them with the 8.5 X 11
blank piece of paper, likewise for the communicator, but they receive
visual instructions on how to make an origami box. State that the
group has 8 minutes to make the box. The trick though is that each
facilitator will also have instructions, ONLY if students ask for
assistance will the facilitator show the group how to do the next step.
If you find that the students are accomplishing the task, when five
minutes hits you can call the attention of the group and state that the
listener can no longer speak. Once the 8 minutes as finished have the
students turn back to one another and see the result of the box. Allow
them to discuss their project for minute or so.
Call the attention of the group back and have a debrief of the
activity. Pose questions such as “initial thoughts?” “What was
challenging?” “What worked, specifically what did you partner do to
help”, “What was the role of the supervisor in this activity?”.
Through the debrief follow up with questions, ask how it relates to
the inventory/their own communication skills, and the group norms
they set for one another.
Slide 19 11:15 - Providing breaks throughout the day allows students the opportunity
11:30 to walk around and round, use the bathroom, or step outside. This
mental break helps students come back to the presentation refreshed.
12:00
Integrity/Honesty - Orientation Leaders are employees of the
institution so they are expected to adhere by and enforce all of the
university policies including, but not limited to alcohol and drugs.
Throughout the duration of their role as Orientation Leaders, they are
expected not to consume alcohol or drugs. There will be students that
will ask about the alcohol and drugs policies of the institution or as
an Orientation Leader you might overhear students talking about
going to the bar later with a fake identification form. Orientation
Leaders must be able to communicate with students on the policies
and possible consequences of taking part in those actions. However,
OLs can be honest and encourage students to be safe. OLs can
enforce university policies and inform students on what not to do.
However, students at the end of the day will do what they want, so
we must encourage students to stay safe. Walk in groups when going
to college parties. Students must be careful on what they are
drinking. If and once they place their cup down and walk away, they
must not pick up at cup again, etc.
Initiative - As Orientation Leaders is it important to initiate the first
steps in communicating with students. Many students may be
introverted or shy, you might see a student eating alone, etc. Being
the initiator of conversation is important to create that channel of
communication between the OLs and the students. There might be an
experience or a negative interaction between an OL and a student,
perhaps as a result of a disagreement or miscommunication. It is
expected that as an OL, they are initiating the conversation with the
students to re-establish the relationship with positive communication.
Resources - OLs need to be able to send clear messages about the
different departments and resources on campus. If at the moment of
being asked a question, they are unaware of the answer, OLs must
have the ability to say, “To be honest, I do not know, but I will find
out for you.” Also taking under consideration not talking negatively
about any department because that reflects on themselves and the
institution as a whole.
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This is a quick ice breaker game that can be done to get the students
back into agenda after lunch. This icebreaker can be done after the
group has become more familiar with one another. The purpose is to
“test” to see if the students know each other names. Divide the group
into two teams and have them group up and sit across from one
another. Two facilitators (if you do not have two facilitators, ask a
returning OL to assist you), will hold the blank up from each corner
so that the students in each group can no longer see each other. Once
the blanket is up have one facilitator ask for two volunteer to sit
closer to the blanket. Explain that you will count to three and the
blanket will fall revealing who is on the other side. The two students
are the only ones who can participate, other in the group who say a
person's name will lose a point. The two students will have to
identify the other person name behind the blanket first in order to
receive a point.
To make it fun, keep score and the team with the most points at the
end wins!
Slide 25 1:15 - Reflection questions for the OL’s. The first 2 questions are meant for
1:45 the OL’s to examine their response in the larger context of their lives
30 and work while the 3rd question is for them to start to understand
Minutes how we are grounding this into the orientation context.
Slide 26 “ “ It will be easy to potentially concern the OL’s that every parent/guest
that they meet will be hostile towards them, so it is important to note
from the beginning that this is not your intended message. The stress
of orientation weighs on people in different ways and it is important
to acknowledge that. One of these ways is that a parent/guest may
not understand the logic behind a decision or reason for not
disclosing certain information. In this slide, we begin to talk about
body language and how a person should present themselves if they
are faced with a stressful or uncomfortable situation, especially since
they are representatives of the institution.
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Slide 27 “ “ This slide is all about how sending clear messages and asking for
clarification so that both parties understand each other is the key to
solving most situations that the OL’s can encounter with
parents/guests. The discussion around what is ethical to divulge is a
big piece of this which is why we ask the question about giving out
specific location information, just as an example. The OL’s should
also understand that they do not have to face every uncomfortable
situation alone, especially if they are starting to become negatively
affected. Another OL or their supervisor should always be available
and willing to aid the student so that they do not feel cornered in
these situations.
Slide 28 “ “ A prelude to the OL Theater, this ending discussion is meant to get
them discussing strategies on how to best handle a situation.
Remember that discussing and acting are very different when it
comes to stress, so practicing some of the skills around body
language and asking clarifying questions now could comfort the
students during the future OL Theater activity.
Slide 29 1:45 - Faculty are partners on campus and help us do the work that we do.
2:15 Without them as part of orientation, we could not do well in having a
fun, informative, and engaging experience for incoming students.
But the culture they work in can be very different than the one many
of us know well.
To be a successful OL, you may find it useful to take time to review
our academic programs and departments, the names of professors,
and the kinds of courses that are taught. While you may be familiar
with your own major and the professors who have taught your
classes, you may find yourself in discussions with faculty you do not
know well. Knowing the academic structure that faculty works in,
even a little, can be helpful to engage with them in a thoughtful
conversation.
Meet them where they are. Faculty have a lot of pressures as a part of
their job--they do a lot more than simply teach a few classes and hold
office hours. Learning about their world can help them feel
appreciated and help you foster a partnership with them that can help
everyone be a part of a successful orientation.
Slide 30 Difficult conversations happen. We have all been a part of them in
many ways, and they can be challenging to navigate through in a
way that helps progress the conversation to a better spot.
Sometimes in a conversation or discussion panel you will come
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across an idea that can be difficult to incorporate into the overall
message and goal of what you are doing. In times like this, it is okay
to confront the idea, but to do so in a meaningful and thoughtful way.
In times like this, it is important to realize that you are trying to
challenge an idea, not a person. Often, the person is not trying to be
difficult. Knowing this, you want to move the conversation in a
better direction toward your goal.
So, when you have a challenging idea in a midst of a conversation,
there are two tactics that can be helpful:
1) Add to their idea. Sometimes a challenging idea is one that
just needs a little more to it to get it across to the audience,
however many people involved.
2) Pivot the idea back to them. Ask them to expand on what
they are saying. Many times, the person will be able to more
thoroughly explain what they mean.
Slide 31 This slide should not require considerable explanation. The students
should have been presented the orientation schedule during the first
day’s training. This slide serves as a reminder that they will
co-facilitate a “Meet Your Major” session on the second day of
orientation.
It is important to stress that a faculty member’s job is many-faceted.
Chiefly among those is teaching. Here it is key to highlight that
because teaching is a faculty member’s main responsibility, they
often feel very strongly about the content and skills they teach in
their course.
Slide 32 Present the students a scenario they may face during orientation.
During a Meet Your Major session they are co-facilitating with a
faculty member, a student asks about courses that is suggested they
take. The faculty member is quick to respond and strongly suggests
taking the courses they teach.
Given the theme of this set of slides--reframing the conversation and
challenging an idea--ask the students how they would proceed in this
scenario using the skills they have been introduced to. Ask them
precisely what they would say. What words would they use, and how
would they navigate informing the student about potential additional
options for courses.
Slide 33 2:15 - Time for a break! There have been a lot of tough conversations and
2:30 plenty more to come. Giving students the chance to get up walk
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around, talk to one another, allows them to be stimulated for the next
activity. This allows allows the opportunity for the facilitators touch
base with OL participating and set for OL Theater.
Slides 2:30 - Similar to a “Behind Closed Doors” style activity, the new OL’s will
34-39 4:00 put the skills that they discussed throughout the day into practice in a
controlled environment. Returning OL’s will serve as the actors and
will be properly briefed about their role and the expectations from
the orientation supervisors. Each situation is meant to be educational
but realistic, sometimes to a certain extreme, but the OL’s will not be
judged for their responses. This can be a very powerful activity to
see how one faces new situations and adequate reflection times are
required. We built some into this schedule (see below), but don’t let
the conversations stop when this activity stops!
Slide 40 4:00 - This is the time for assessment and self-reflection. The students
4:30 should turn in the answers to these questions as they will serve as the
basis for your immediate assessment program. These answers from a
group of 20 will help you identify exactly where some holes in
learning currently are and what you can touch upon later in training
to keep up with the development of these skills. These questions are
intentionally worded so that they are not a satisfaction survey and
require the students to justify their answers wherever necessary. A
later, more overarching assessment of training should happen after
orientation has finished so that planning for the next year will be
more intentional about addressing where the lack of understanding
was for the staff members as whole OL’s.
Slide 41 The rest After such a potentially long and heavy day, your OL’s are going to
of the be tired and need a bit of fun. We suggest going somewhere off
night campus if you have the means and allowing the staff members to
make connections and friendships outside the training environment.
Consider what kinds of activities other student groups enjoy going
to, or you and your professional staff could try to build new
relationships with other local attractions and businesses!
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